Job Summary

We are seeking a tech-savvy, systems-oriented Legal Operations Specialist with a legal background to revolutionize our practice management workflows. Unlike traditional legal assistant or paralegal roles focused purely on administrative tasks, this position is centered on legal process architecture, automation, and tech integration.

The ideal candidate understands the lifecycle of a legal case and possesses deep expertise in Clio (Manage & Grow) and advanced generative AI tools (Claude, ChatGPT). You will be responsible for designing, building, and optimizing our operational infrastructure—transforming every phase of a case from client intake to file closure into streamlined, automated, and standardized workflows.

Requirements

Core Responsibilities

1. Practice Management Systems Architecture (Clio)

Build, customize, and maintain end-to-end legal workflows, task lists, and case-stage automations within Clio.
Design and implement standardized intake pipelines, custom fields, and client portal templates.
Draft, audit, and organize document assembly templates and standardized email templates to accelerate drafting and client communication.

2. Legal Workflow Optimization & AI Integration

Leverage AI tools (Claude, ChatGPT) to develop prompt libraries, draft legal templates, and automate routine drafting and communication workflows.
Create comprehensive checklists, Standard Operating Procedures (SOPs), and operational guardrails for every stage of a case (Intake $\rightarrow$ Discovery $\rightarrow$ Litigation/Resolution $\rightarrow$ Offboarding/Closing).
Identify manual bottlenecks across firm operations and implement tech-driven solutions to optimize efficiency.

3. Operational Management & Systems Quality Control

Audit existing case files and data structures to ensure strict adherence to new system workflows and data hygiene standards.
Continuously monitor firm operations, recommending process improvements and new tech integrations as the practice scales.
Act as a self-directed process architect, proactively proposing operational solutions rather than waiting for task assignments.

Required Qualifications & Attributes

Legal Background: Prior experience as a Paralegal, Legal Assistant, Legal Operations Specialist, or Law Clerk with a firm grasp of legal case lifecycles.
Clio Mastery: Direct experience configuring and managing Clio (Manage/Grow), including creating automated workflows, task sets, and document templates.
AI Fluency: Hands-on experience utilizing Claude and ChatGPT for process design, document generation, and administrative workflow automation.
Systems Mindset: Strong process-mapping abilities; natural skill at breaking down complex legal procedures into step-by-step checklists and automated pipelines.
Self-Directed: High degree of autonomy and problem-solving initiative—capable of identifying inefficiencies and building systems with minimal oversight.

Originally posted on Himalayas

Legal Operations Manager & Systems Specialist (Clio & AI Focus) at Staffing for Doctors